This Privacy Notice sets out what you need to know about how Doncaster Council will use your information for the Early Years Funding Claims Processing. The Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your information to us.
What information about you do we collect?
- personal information (such as: parents and child's name, address and a child’s date of birth)
- special category information (such as: race and ethnic origin, health data, Special Educational Needs or disabilities
- Child on roll and attendance information
How do we collect information about you?
- Ofsted (Childcare Provider Level)
- Department for Work and Pensions (Parent Level)
- Health Service (child level data)
- Information childcare providers submit into the early years headcount portal
How will your information be used?
- Support individual children to access their early year’s entitlement
- To process provider payments three times termly
- To measure take up of entitlements
- To track the attendance of children
- To ensure public funds are managed appropriately within statutory regulations
The Legal Basis for using your information
Personal Data Activity
Legal basis - GDPR Article 6
S8 DPA (delete as appropriate)
Personal information of children aged 0-5 and their parents.
1)(b) Because to do so is necessary to take steps at your request to enter into a contract for this service, or for the performance of a contract to which you are party.
(1)(c) to do so is necessary because of a legal obligation that applies to the Council
(c) the exercise of a function conferred on a person by an enactment or rule of law,
Early Education and Childcare Statutory Guidance June 2018
Childcare Act 2006
Section 1 and 2 Secure the equivalent of 30 hours childcare
Section 6 Duty on local authorities to ensure Sufficient Childcare for working parents
Section 7 and 7a secure early years provision free of charge
Special Category Data Activity
Legal basis - GDPR Article 9
DPA 2018 condition
We will collect the following data of individual children:
Race and ethnic origin
Special Educational Needs or disabilities
(2)(g) Processing is necessary for reasons of substantial public interest
Part 2 of schedule 1(1) Substantial Public Interest Conditions
8. Equality of opportunity or treatment
Special educational needs and disability code of practice: 0 to 25 years
Statutory guidance for organisations which work with and support children and young people who have special educational needs or disabilities
Information required by contract (or information required to enter into a contract)
You are required to provide us with your information to receive this service. The consequences of not providing the information requested are the withdrawal of the Agreement For the Delivery of Free Entitlement Funding for 2, 3 and 4 Year Olds.
Information required by law
The law means that you have to give us the information we have asked for on this form. If you don’t give us this information then we will be unable to process the claims for 2, 3 and 4 year old funding and subsequently we will be unable to make payments to providers
Who will your information be shared with?
In certain cases, we may also share your information with other individuals and organisations, for example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.
The Council will never sell your information to anyone.
How long will we keep your information?
your information for only so long as is necessary – the table below sets out typical timescales for each activity:
Time information kept for
Information relating to children’s attendance and early years funding payments
- to be informed of our use of information about you;
- of access to information about you;
- rectify information about you that is inaccurate;
- to have your information erased (the ‘right to be forgotten’);
- to restrict how we use information about you;
- to move your information to a new service provider;
- to object to how we use information about you;
- not to have decisions made about you on the basis of automated decision making;
- to object to direct marketing; and,
- to complain about anything the Council does with your information (please see the ‘Complaints’ section below).
Changes to this privacy notice
Data Protection Officer (DPO)
- monitoring the Council’s compliance with data protection law;
- providing expert advice and guidance on data protection;
- acting as the point of contact for data subjects; and,
- co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s Data Protection Officer can be contacted by email at firstname.lastname@example.org
Telephone: 0303 123 1113
Post: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF